Office Manager (Part-Time)

Office Manager (Part-Time) Latino Academy of Workforce Development Madison, WI Job Details Part-time $25 - $30 an hour 1 day ago Qualifications Employee onboarding Accounting systems Spanish Google Workspace Contract management Maintaining an organized workspace Recruitment process management Non-profit experience Phone communication Inventory management Event coordination Workflow management (operations management method) Process improvement English Mid-level Improving operational efficiency 3 years Customer inquiry handling Databases Administrative experience Personnel records management Schedule management Invoice payment processing Financial record maintenance QuickBooks Organizational skills Contracts Order placement Budgeting Productivity software Office management Expenditure monitoring Onboarding process management Cross-functional communication File organization Financial compliance Time management Full Job Description To apply email a cover letter and resume to Nydia Martinez at . Position Summary The Part-Time Office Manager is responsible for coordinating day-to-day administrative operations, supporting program staff, and maintaining core organizational systems. This role ensures that internal processes run smoothly, communication flows effectively, and essential administrative, financial, and compliance functions are executed consistently. This position is central to strengthening the organization's operational infrastructure during a period of growth and increasing program complexity. Key Responsibilities 1. Core Administrative Operations Manage general office operations and daily workflow Serve as a point of contact for general inquiries via phone and shared email inboxes, ensuring timely and professional responses or routing Maintain organized digital and physical filing systems (student records, HR files, contracts) Order supplies, manage vendors, and track basic inventory Ensure the office environment is functional, organized, and professional 2. Financial & Compliance Support Process invoices, receipts, and reimbursements Track expenses against budgets using spreadsheets or accounting software (e.g., QuickBooks, Bill.com) Prepare and organize financial documentation for the bookkeeper and CPA Maintain grant documentation and compliance files Track and organize contracts, MOUs, policies, renewals, and coordination with contractors, brokers, and industry partners

Note:

This role supports financial processes but does not replace a bookkeeper or accountant. 3. Program & Staff Support Coordinate scheduling, logistics, and materials for programs and events Support program directors with administrative needs Track timesheets and pay time off Maintain personnel files and onboarding documentation Assist with internal communication across teams 4. HR & Hiring Coordination Post job openings and coordinate interview scheduling Support onboarding (paperwork, system access, orientation logistics) Maintain HR records and compliance documentation 5. Systems & Process Improvement Organize and maintain shared drives, databases, and internal systems Standardize forms, templates, and workflows Identify inefficiencies and recommend practical improvements Improve communication flow across programs and administrative functions 6. External Coordination & Partnerships Coordinate meetings with employers, partners, and funders Schedule site visits, tours, and community events Prepare materials for meetings and presentations Track follow-ups and communications with partners Qualifications 3+ years of experience in office management, administration, or nonprofit operations Strong organizational and time management skills with the ability to manage multiple priorities independently Experience with basic financial tracking (QuickBooks or similar preferred) Proficiency in Google Workspace and/or Microsoft Office Comfortable learning and using new technology, including AI tools, to improve efficiency and workflows Strong interpersonal skills with the ability to communicate clearly, build trust, and work across diverse teams and communities High level of attention to detail and follow-through Ability to handle confidential information with discretion Bilingual (English/Spanish) preferred Preferred Qualities Experience in a nonprofit or community-based organization Comfort working in a fast-paced, evolving environment Systems thinker who can bring order to complexity High attention to detail and follow-through Discretion with confidential information To apply email a cover letter and resume to Nydia Martinez at .

Pay:

$25.00 - $30.00 per hour

Work Location:

In person